36C24126Q0181 - Sources Sought.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Generator Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 04330

SOLICITATION NUMBER* 36C24126Q0181

RESPONSE DATE/TIME/ZONE 01-21-2026 10:00AM EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J030

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 1 (NCO 1) Contracting Officer (90C) 1 VA Center Augusta ME 04330

POINT OF CONTACT* Contract Specialist Subrena Winfield

PLACE OF PERFORMANCE

ADDRESS 940 Belmont Street

Brockton MA 02301

USA

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice.

Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310, (J030) with a size standard $12.5 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing GENERATOR MAINTENANCE SERVICES per the Statement of Work below.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 10:00AM EST, January 21, 2026. All responses under this Sources Sought Notice must be emailed to subrena.winfield@va.gov with Sources Sought #36C24126Q0181 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1

Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name:_______________________________________________

Address: ____________________________________________________________

Phone Number: ______________________________________________________

Point of Contact: _____________________________________________________

E-mail Address: ______________________________________________________

Unique Entity Identifier (UEI) #: _________________________________________

CAGE Code: ________________________________________________________

SAM Registered: (Y / N)

Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA

SEWP/ETC):

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N)

VIP Verified VOSB: (Y / N)

8(a): (Y / N)

HUBZone: (Y / N)

Economically Disadvantaged Women-Owned Small Business: (Y / N)

Women-Owned Small Business: (Y / N)

Small Business: (Y / N)

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET

RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL

BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

STATEMENT OF WORK

Generator Preventive and Corrective Maintenance

VA Boston Healthcare System, Brockton

Generator Preventive Maintenance, Corrective Repairs, Annual (12 month) Load-Bank Testing, and Triennial (36-Month) EPSS Load Testing

VA Boston Healthcare System – Brockton Campus

I. GENERAL

The Department of Veterans Affairs (VA) Boston Healthcare System, Brockton Campus, requires a qualified contractor to provide full preventive maintenance, corrective repairs, emergency response, annual load-bank testing, and triennial (36-month in Option Year 3, if exercised) EPSS generator testing for all emergency generators located at the (Brockton) facility.

The contract is anticipated to be one (1) Base Year & Four (4) One Year Option years.

The anticipated period of performance will be 1 April 2026 through 31 March 2031.

The place of performance will be the VA Boston Healthcare System, VA Medical Center Brockton located at 940 Belmont Street, Brockton MA 02301.

All work shall comply with:

VHA Directive 1028 – Facility Electrical Power Systems NFPA 110 – Standard (current edition) for Emergency and Standby Power

Systems NFPA 99 – Health Care Facilities Code Joint Commission Standard EC.02.05.07 Manufacturer requirements (Cummins, Caterpillar, Kohler, Generac)

C. All technicians shall be factory-trained/certified with Cummins, Caterpillar, Kohler and Generac.

D. The contractor shall provide all parts, materials, tools, lubricants, filters, fluids, test equipment (including load banks), labor, travel, and documentation necessary to perform this work.

II. APPLICABLE REFERENCES

• VHA Directive 1028 (Facility Electrical Power Systems)

• NFPA 110 (current edition)

• NFPA 99

• Joint Commission EC.02.05.07

• Per OEM Manufacturer recommendations

III. SCOPE OF WORK

A. The contractor shall perform:

Annual generator preventive maintenance Annual NFPA 110 load-bank testing (12 mo. intervals) Triennial (every 36 months) EPSS 4-hour load test Corrective repairs Emergency service with 4-hour response time 24 hour 365 days

B. ANNUAL PREVENTIVE MAINTENANCE REQUIREMENTS

The contractor shall perform a complete annual preventive maintenance as per the OEM Manufacturer recommendations (PM) service on each generator. PM shall include, but not be limited to, the following:

1. Engine System

• Replace engine oil

• Replace oil filters

• Perform full laboratory oil analysis

• Replace primary and secondary fuel filters

• Inspect and test fuel pump(s), injectors, and fuel solenoid

• Inspect and replace air filter(s) as needed

• Inspect turbocharger (bearings, soot, leaks, blade play)

• Inspect exhaust manifold, flex connectors, and exhaust joints

• Inspect crankcase breather system

• Inspect crankcase, valve cover, and seals for leaks

• Inspect vibration isolators and engine mounts

• Lubricate all linkages and mechanical assemblies

• Inspect and replace drive belts

2. Cooling System

• Test coolant inhibitor level

• Test freeze protection level

• Perform full coolant chemical lab analysis (pH, nitrite/molybdate, contaminants, glycol %, hardness)

• Inspect radiator core, fins, cap pressure rating, fan, and shroud

• Inspect low-coolant sensor and sender

• Inspect coolant hoses, clamps, fittings, housings, and gaskets

• Inspect water pump

• Verify block heater operation and amp draw

• Inspect thermostat and cooling passages

3. Fuel System

• Inspect generator day tanks-including fuel sender and floats

• Inspect and replace fuel filter

• Obtain fuel sample; check for water, microbial growth, or sediment

• Inspect fuel transfer and return lines

• Inspect fuel venting and breather components

• Clean and inspect water separators

• Test priming system (if equipped)

4. Battery & Starting System

• Inspect and clean battery terminals

• Add distilled water as needed

• Perform a full battery load test (CCA verification)

• Inspect battery charger; adjust output as needed

• Inspect starting motor and alternator

• Inspect battery cables, insulation, and connections

5. Generator Electrical System (Gen-End)

• Inspect generator windings, rotor, and stator

• Inspect brushes and slip rings

• Perform insulation resistance test (Megger)

• Check exciters and voltage regulator performance

• Check phase balance

• Inspect and torque electrical connections

• Inspect generator output breaker

• Inspect wiring harnesses and conduit condition

6. Engine Controls & Safety Shutdowns

• Test high coolant temperature shutdown

• Test low oil pressure shutdown

• Test overspeed shutdown

• Test crank disconnect

• Test all gauge and sender operations

• Test emergency stop

• Test annunciation inside the generator enclosure

• Turbocharger & Exhaust System

• Inspect turbocharger for oil leakage and shaft play

• Inspect exhaust manifold for cracking

• Inspect flex connections

• Inspect muffler, rain cap (if outdoor), and exhaust shielding

7. Mechanical Systems

• Inspect and torque all bolts and fasteners

• Inspect engine mounts

• Inspect belts for tension/wear

• Recommend belt replacement every 3 years

• Inspect hoses for soft spots or cracks

• Recommend hose replacement every 3 years

• Generator Enclosure (Outdoor Units Only)

• Inspect enclosure for corrosion or water intrusion

• Inspect door seals, hinges, and locking hardware

• Inspect louvers and internal airflow pathways

• Inspect rodent screens

• Verify weatherproofing

• Documentation

A complete PM report shall be submitted within seven (7) calendar days and must include:

• All tasks performed

• All readings recorded

• Parts replaced

• Oil and coolant lab analysis results

• Deficiencies identified

• Corrective recommendations

BLD 45 LAUNDRY GENERATORS - All four (4) Laundry generators have never been fully commissioned and reflect factory hours only. Due to extended inactivity, the contractor shall perform a one-time comprehensive initial startup, inspection, operational verification, and corrective preventive maintenance prior to placing the units into the standard PM schedule.

Initial startup shall include a controlled load-bank test sufficient to verify generator performance and achieve manufacturer-recommended minimum operating temperature; this load-bank run is part of initial commissioning only and shall not be considered an annual or 36-month EPSS load test. No additional charges or corrective actions shall be performed without prior COR approval.

This is only required under base contract work, price base accordingly for 1 time service on startup.

C. ANNUAL LOAD-BANK TESTING (NFPA 110 + VHA 1028)

The contractor shall perform Annual Load-Bank Testing on any generator that does not reach at least 30% of nameplate KW OR per OEM minimum manufacturer during the facility’s monthly EPSS tests.

This requirement is mandated by the (current edition):

o NFPA 110 §8.4.2.3 o NFPA 99 6.4.4.1.1.4 o Joint Commission EC.02.05.07 EP 7 o VHA Directive 1028

NFPA 110 requires the following minimum supplemental load-bank profile:

• ≥50% of nameplate kW for 30 continuous minutes

• ≥75% of nameplate kW for 60 continuous minutes

Minimum total test duration: 90 minutes (1.5 hours)

1. Test Method

The Load shall be applied using a resistive or resistive/inductive load bank sized appropriately for the generator KW rating.

2. Operating Data to Be Recorded

At intervals not to exceed 15 minutes, the contractor shall record:

• kW load and % of nameplate

• Voltage (all phases)

• Frequency

• Amperage (all phases)

• Oil pressure

• Coolant temperature

• Exhaust temperature

• Fuel pressure (if applicable)

• Battery charging voltage

• Engine RPM

• All alarms or abnormal conditions

3. Pass/Fail Requirements

The generator must:

• Maintain stable voltage and frequency

• Operate continuously without shutdowns or derates

• Stay within manufacturer temperature/oil pressure limits

• Complete both required load intervals

Failures must be reported to the COR with recommendations, and the generator must be retested after repairs.

D. TRIENNIAL (36-MONTH) EPSS FOUR-HOUR LOAD TEST

(VHA Directive 1028 + NFPA 110 (current edition) + Joint Commission EC.02.05.07 EP 8)

At least once every 36 months, the contractor shall perform a four (4) hour continuous EPSS load test for the VA Boston Healthcare System – Brockton Campus. (When performed, this four-hour test shall fulfill the requirements of both annual and 36-month EPSS load tests)

This test shall evaluate the full Essential Electrical System / Level 1 EPSS, focusing on generator performance.

1. Test Initiation

The test shall be initiated by simulating or creating a loss of normal utility power so all EPSS loads transfer to the emergency generators, unless an alternative method is approved by VA Engineering in accordance with VHA Directive 1028.

2. Minimum Load Requirement

During the 4-hour test, diesel generators shall be loaded to:

• At least 30% of nameplate kW

OR

• Sufficient load to maintain manufacturer-recommended minimum exhaust gas temperature

Supplemental load banks shall be provided as needed.

3. If Combined with the Annual Load-Bank Test

If the 36-month test is combined with the annual load-bank test, NFPA 110 §8.4.9.6-7 requires:

• The first 3 hours: at least 30% load (or equivalent per exhaust temp)

• The final 1 hour: at least 75% of nameplate kW

The total duration remains 4 continuous hours.

4. Data Recording Requirements

• At intervals not to exceed 15 minutes, record:

• kW load and % of nameplate

• Voltage (all phases)

• Frequency

• Amperage (all phases)

• Oil pressure

• Coolant temperature

• Exhaust temperature

• Fuel level and transfer pump function

• Battery charging voltage

• Engine RPM

• Any alarms, trips, or abnormal operation

5. Pass/Fail Requirements

To pass the 4-hour test, generators must:

• Operate continuously for the full duration

• Maintain stable voltage and frequency

• Stay within safe temperature and oil pressure ranges

• Not exhibit derating, shutdowns, or abnormal conditions

• Successfully complete the final hour at ≥75% load if combined with the annual test

Any failure must be immediately reported to the COR and corrected as per document.

IV. CORRECTIVE REPAIRS

1. Any deficiencies must be reported immediately.

2. Repairs beyond PM require COR approval.

3. Labor shall be billed at contract rate; parts at actual cost.

4. Repairs >24 hours require a written schedule.

V. EMERGENCY SERVICE

1. 24 / 7 / 365 availability

2. 4-hour response time

3. Up to 40 hours/year included

4. Written report within 7 days

VI. REPORTING REQUIREMENTS

All reports shall be submitted to the Contracting Officer Representative (COR) in PDF within 7 days:

1. Annual PM report

2. Annual load-bank test report

3. Triennial EPSS test report

4. Corrective repair documentation

5. Emergency service report

6. Updated inventory list

VII. SUBCONTRACTORS – If Prime vendor determines to utilize subcontractors, Prime vendor must be physically present at all times there are sub-contractors present, work activities are ongoing, materials are being delivered, etc. In addition, Prime vendor to submit in technical proposal the delineation of work from prime and subcontractors to include percentage (%) of work breakdown and description of work activities.

VIII. EQUIPMENT LIST

DESIGNATION MAKE MODEL SERIAL # RATING

1 BLD 25-COPS KOHLER 80REOZJF SGM32GJKK 77 KW

2 BLD 32 CUMMINS DSHAD-1218771 L120435965 230 KW

3 BLD 34 GENERAC SD0100KG176.7D18HPSY 8411260 100 KW

4 BLD 67#1 CATERPILLAR 500 CAT00C15AMAP00264 500 KW

5 BLD 67#2 CATERPILLAR 500 CAT00C15AMAP00265 500 KW

6 BLD 68 KOHLER 250REOZJE 2308788 250 KW

7 BLD 69 CUMMINS DQDAA-1955874 I190636111 250 KW

8 BLD 70 CUMMINS DQDAA-1955875 I190637211 250 KW

9 BLD 72 CATERPILLAR SR-4B 9EN00558 750 KW

10 HVAC CATERPILLAR 1000SC2 CAT00C32TJAZ03269 1000

KW

11 MRI KOHLER 300REOZJ 33CYGMGC0007 300 KW

12 LAUNDRY #1 CUMMINS DFEK-1976562 G190601838 500KW

13 LAUNDRY #2 CUMMINS DFEK-1976563 G190604661 500 KW

14 LAUNDRY #3 CUMMINS DFEK-1976563 G190604662 500 KW

15 LAUNDRY #4 CUMMINS DFEK-1976562 G190601837 500 KW

SECUIRTY REQUIREMENT

1. All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badges shall be worn by the individual and prominently always displayed while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency.

2. The Contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.

RECORDS MANAGEMENT

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.